EBP Technical Resource Center (“EBP TRC,” “we,” “us,” or “our”) is an Ohio-based professional technical consulting resource serving accounting firms, plan sponsors, and other organizations throughout the United States.
We respect the privacy and confidentiality of individuals and organizations that visit our website, submit inquiries, upload documents, purchase services, or otherwise communicate with us.
This Privacy Policy explains the types of information we may collect, how we use and disclose that information, how we protect it, and the privacy choices and rights that may be available to you.
By using our website or providing information to EBP TRC, you acknowledge the practices described in this Privacy Policy.
1. Scope of This Privacy Policy
This Privacy Policy applies to information collected through the EBP TRC website and in connection with our services, including information provided when you:
- Visit or interact with our website;
- Submit a technical or professional inquiry;
- Upload documents or supporting materials;
- Request, purchase, or receive services;
- Enter into a subscription or retainer arrangement;
- Communicate with EBP TRC by email, telephone, or through the website; or
- Otherwise provide information to us in connection with our business or services.
This Privacy Policy does not apply to websites, applications, or services operated independently by third parties.
2. Information We Collect
The information we collect depends on how you interact with EBP TRC.
A. Contact and Identification Information
We may collect information such as:
- Name;
- Email address;
- Telephone number;
- Company or firm name;
- Job title or professional role; and
- Other contact information you voluntarily provide.
B. Professional and Business Information
We may collect information concerning your organization, accounting firm, employee benefit plan, engagement, professional responsibilities, or other business matters when reasonably necessary to evaluate or respond to your request.
C. Inquiry and Engagement Information
When you submit a question or engage EBP TRC to provide services, we may collect information including:
- The contents of your inquiry;
- Facts and circumstances relevant to the issue;
- Information concerning an employee benefit plan, audit, accounting matter, financial-reporting matter, regulatory issue, compliance matter, or related professional matter;
- Communications between you and EBP TRC; and
- Notes, analyses, correspondence, or other materials created or received in connection with providing services.
D. Uploaded Documents and Supporting Materials
You may have the ability to upload documents or other supporting materials in connection with an inquiry or engagement.
Those documents may contain personal, financial, professional, confidential, proprietary, or other information provided by you.
You are responsible for ensuring that you have the authority and any necessary permissions to submit information and documents to EBP TRC.
Unless specifically requested by EBP TRC and an appropriate method for transmitting the information has been established, please do not submit:
- Social Security numbers;
- Passwords or login credentials;
- Complete financial account numbers;
- Full payment-card information;
- Unnecessary participant-level information;
- Protected health information;
- Medical information; or
- Other highly sensitive personal information.
When possible, sensitive information that is not necessary to the inquiry should be removed, redacted, or anonymized before documents are submitted.
E. Payment and Transaction Information
When you purchase services, payment information may be collected and processed by third-party payment-processing providers.
Depending on the payment method and payment processor, EBP TRC may receive information such as:
- Your name;
- Billing information;
- Transaction amount;
- Payment status;
- Transaction date;
- Transaction identifier; and
- Limited or tokenized payment-related information.
Third-party payment processors may collect additional financial or payment information directly from you and process that information in accordance with their own privacy and security practices.
You should not include payment-card numbers, banking credentials, or similar financial information in the text of an inquiry or in an uploaded document unless specifically requested through an approved payment method.
F. Website, Device, and Usage Information
When you use our website, we or service providers acting on our behalf may automatically collect certain technical or usage information, including:
- Internet Protocol (IP) address;
- Browser type;
- Device type;
- Operating system;
- Pages viewed;
- Referring websites or pages;
- Date and time of access;
- Website interactions;
- Approximate geographic information derived from an IP address; and
- Similar technical or usage information.
This information may be collected through server logs, cookies, analytics technologies, or similar tools.
3. How We Use Information
We may use information we collect for purposes including:
- Responding to inquiries;
- Evaluating requests for services;
- Providing technical consulting, educational, and advisory services;
- Reviewing documents submitted in connection with an inquiry or engagement;
- Communicating with clients and prospective clients;
- Processing payments;
- Administering subscriptions or retainer arrangements;
- Maintaining appropriate business and professional records;
- Managing client relationships;
- Operating, maintaining, and improving our website;
- Evaluating website performance and usage;
- Maintaining the security and reliability of our systems;
- Detecting, investigating, or preventing fraud, misuse, security incidents, or unauthorized activity;
- Complying with applicable laws, regulations, professional obligations, court orders, or governmental requests;
- Establishing, exercising, or defending legal claims;
- Enforcing our Terms of Service and other agreements; and
- Carrying out other purposes disclosed to you at the time information is collected or with your authorization.
We do not use the contents of client inquiries or uploaded engagement documents for unrelated advertising purposes.
4. Confidential Information and Submitted Materials
EBP TRC treats information submitted in connection with professional inquiries and engagements as confidential, subject to our Terms of Service, this Privacy Policy, applicable law, professional obligations, and other circumstances described in this Privacy Policy.
Access to submitted information may be provided to EBP TRC personnel, contractors, professional advisers, technology providers, or other service providers when reasonably necessary to operate our business or provide requested services.
Confidential treatment by EBP TRC does not create an attorney-client relationship.
Communications with EBP TRC are not necessarily protected by attorney-client privilege, attorney work-product protection, or any other legal privilege.
EBP TRC does not provide legal representation, and clients should independently determine whether information is privileged, confidential, proprietary, restricted, or otherwise subject to limitations on disclosure before providing it to us.
5. How We Disclose Information
We may disclose information in the following circumstances.
A. Service Providers
We may provide information to third-party service providers that perform functions on our behalf, including providers of:
- Website hosting;
- Cloud computing or data storage;
- Payment processing;
- Email and communications;
- Form or document-submission technology;
- Cybersecurity;
- Analytics;
- Information technology services; and
- Other operational or administrative services.
These providers may access information to the extent reasonably necessary to provide services to EBP TRC, subject to their contractual obligations, applicable law, and their own privacy and security practices.
B. Personnel, Contractors, and Professional Advisers
Information may be disclosed to EBP TRC personnel, contractors, consultants, accountants, attorneys, insurers, or other professional advisers when reasonably necessary to provide services, operate our business, fulfill professional obligations, obtain advice, or protect our legal interests.
C. Legal, Regulatory, and Safety Requirements
We may disclose information when we reasonably believe disclosure is necessary or appropriate to:
- Comply with applicable law or regulation;
- Respond to a subpoena, court order, governmental request, regulatory inquiry, or other lawful process;
- Cooperate with law enforcement where legally required;
- Protect the rights, property, security, or safety of EBP TRC, our clients, or others;
- Investigate suspected fraud, unlawful conduct, misuse, or security incidents; or
- Establish, exercise, or defend legal claims.
D. Business Transactions
If EBP TRC or the entity through which EBP TRC operates is involved in a merger, acquisition, restructuring, financing transaction, sale of assets, or similar business transaction, information may be disclosed or transferred as part of that transaction, subject to applicable law and appropriate confidentiality protections.
E. At Your Direction or With Your Authorization
We may disclose information to another person or organization when you request, direct, or authorize us to do so.
6. Sale, Sharing, and Advertising Use of Personal Information
EBP TRC does not sell the contents of client inquiries or uploaded engagement documents.
EBP TRC does not use the contents of client inquiries or uploaded engagement documents for cross-context behavioral advertising or unrelated targeted advertising.
Website and technology service providers may process limited technical or usage information as reasonably necessary to provide website functionality, analytics, security, payment processing, communications, or other operational services.
If our practices change in a manner that constitutes a “sale,” “sharing,” targeted advertising, or similar activity regulated under an applicable state privacy law, we will provide any notices and consumer choices required by applicable law.
7. Cookies and Similar Technologies
Our website may use cookies and similar technologies to:
- Enable website functionality;
- Maintain security;
- Remember preferences;
- Diagnose technical issues;
- Understand website traffic and usage; and
- Improve website functionality and performance.
Your browser may allow you to block, restrict, or delete cookies.
Disabling certain cookies or browser technologies may affect the functionality of portions of the website.
Third-party technologies integrated with our website may also collect technical or usage information in accordance with the applicable third party's privacy practices.
8. Do Not Track and Browser Privacy Signals
Some browsers offer a “Do Not Track” or “DNT” setting.
Because there is not currently a universally accepted standard governing how websites should respond to traditional DNT signals, our website may not respond to all DNT signals.
Certain jurisdictions may require websites to recognize legally valid browser-based opt-out preference signals, such as the Global Privacy Control.
Where such a requirement applies to EBP TRC, we will process recognized privacy preference signals as required by applicable law.
9. Data Retention
We retain personal information for as long as reasonably necessary for the purposes for which it was collected and for legitimate business, professional, legal, and regulatory purposes.
Retention periods may depend on factors including:
- The nature of the information;
- The nature and duration of our relationship with you;
- The services provided;
- Applicable professional or regulatory requirements;
- Legal obligations;
- Accounting, tax, and recordkeeping requirements;
- Fraud prevention and cybersecurity needs;
- Dispute resolution; and
- The establishment, exercise, or defense of legal claims.
Information may remain in secure backup or archival systems for a period of time after it is removed from active systems.
10. Information Security
EBP TRC uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, acquisition, disclosure, alteration, destruction, loss, or misuse.
We also seek to use service providers appropriate to the nature and sensitivity of the information they process on our behalf.
However, no website, electronic communication, network, storage system, or method of transmitting information over the Internet can be guaranteed to be completely secure.
Accordingly, you should use reasonable care when deciding what information to submit electronically and should avoid transmitting highly sensitive information unless it is reasonably necessary and an appropriate transmission method has been established.
11. Data Breach and Security Incidents
If EBP TRC becomes aware of a security incident involving personal information, we will evaluate the incident and take actions we determine appropriate under the circumstances.
Where applicable law requires notification to affected individuals, governmental authorities, or other parties, EBP TRC will provide such notification in accordance with applicable legal requirements.
12. Your Privacy Rights and Choices
Depending on your state of residence, the nature of the information involved, and whether a particular privacy law applies to EBP TRC, you may have certain rights regarding your personal information.
Those rights may include the right to:
- Request information regarding personal information collected about you;
- Request access to certain personal information;
- Request correction of inaccurate personal information;
- Request deletion of certain personal information;
- Obtain a portable copy of certain personal information;
- Opt out of certain sales or sharing of personal information;
- Opt out of certain targeted advertising or profiling activities;
- Limit certain uses or disclosures of sensitive personal information; and
- Exercise applicable privacy rights without unlawful discrimination or retaliation.
These rights are subject to exceptions and limitations under applicable law.
For example, we may need to retain information to complete a transaction, provide requested services, comply with legal or professional obligations, maintain appropriate business records, prevent fraud or security incidents, or establish or defend legal claims.
To submit a privacy request, contact: info@EBPtrc.com
We may take reasonable steps to verify your identity before fulfilling a request.
Where permitted by applicable law, an authorized agent may submit a request on your behalf. We may require appropriate documentation showing that the individual or organization is authorized to act for you.
13. State-Specific Privacy Rights
EBP TRC is based in Ohio but may provide services to individuals and organizations located throughout the United States.
Privacy laws vary by state. Residents of certain states may have additional rights concerning their personal information.
Where a state privacy law applies to EBP TRC and grants you specific rights, EBP TRC will process properly submitted requests in accordance with applicable law.
California Residents
California residents may have certain additional rights under California privacy laws where those laws apply to EBP TRC or our activities.
Depending on the applicable law and circumstances, these rights may include rights relating to:
- Information about the categories of personal information collected;
- Access to certain personal information;
- Correction of inaccurate information;
- Deletion of certain information;
- Information regarding certain disclosures of information;
- Opting out of certain sales or sharing of information; and
- Other rights established by applicable California law.
Nothing in this section is intended to represent that every California privacy statute applies to EBP TRC in every circumstance.
EBP TRC will honor California privacy rights to the extent required by applicable law.
California residents may submit requests using the contact information provided in this Privacy Policy.
Residents of Other States
Residents of other states may also have privacy rights under laws applicable in their state.
If such a law applies to EBP TRC, we will honor applicable rights and respond to qualifying requests as required by law.
14. Protected Health Information and Health Plan Information
Some employee benefit plan matters may involve health and welfare plans or information relating to participants or beneficiaries.
Unless EBP TRC specifically requests otherwise and an appropriate arrangement and transmission method have been established, you should not provide protected health information or unnecessary medical information through the general inquiry or document-upload process.
If an engagement requires EBP TRC to receive, maintain, use, or disclose protected health information subject to the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), any additional documentation or agreements required by applicable law must be established as appropriate before such information is provided.
15. Children's Privacy
The EBP TRC website and services are intended for accounting firms, plan sponsors, professionals, businesses, and other organizations seeking employee benefit plan-related technical services.
Our website and services are not directed to children under 13.
We do not knowingly collect personal information directly from children under 13 through our website.
If we learn that we have collected personal information directly from a child under 13 in circumstances requiring parental consent, we will take reasonable steps to delete the information.
16. Third-Party Websites and Services
Our website may contain links to websites operated by third parties or may use technology, services, or integrations provided by third parties.
EBP TRC does not control and is not responsible for the privacy, security, or data-handling practices of independently operated third-party websites or services.
We encourage you to review the applicable privacy policies of third parties before providing personal information directly to them.
17. United States Operations
EBP TRC is based in Ohio and provides services primarily relating to United States employee benefit plans, accounting, auditing, financial reporting, compliance, and related professional matters.
Information submitted to EBP TRC may be processed, maintained, or stored in the United States.
If you access our website or services from outside the United States, you acknowledge that your information may be transferred to and processed in the United States, subject to applicable law.
18. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in:
- Our services;
- Our technology;
- Our business practices;
- Applicable laws or regulations; or
- Other operational considerations.
When we revise this Privacy Policy, we will update the Effective Date shown at the beginning of the policy.
Where required by applicable law, we will provide additional notice of material changes.
We encourage users to review this Privacy Policy periodically.
19. Contact Us
Questions, concerns, or requests relating to this Privacy Policy or our privacy practices may be directed to:
EBP Technical Resource Center
Ohio, United States
Email: info@EBPtrc.com